{"id":95461,"date":"2015-11-20T15:38:52","date_gmt":"2015-11-20T20:38:52","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=95461"},"modified":"2024-05-08T10:48:13","modified_gmt":"2024-05-08T14:48:13","slug":"faq-finance","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/support\/buworks\/help\/finance\/faq-finance\/","title":{"rendered":"FAQs &#8211; Finance"},"content":{"rendered":"<h3>Frequently Asked Questions &#8211; BUworks Finance<\/h3>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Journal Entry<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><em><strong>How is workflow started on journal entry?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Workflow is initiated by clicking on the <strong>Save as Complete<\/strong> button.<\/p>\n<ul>\n<li><em><strong>How do you park a journal entry?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">To park a journal entry click on the <strong>Save<\/strong> button.<\/p>\n<ul>\n<li><em><strong>What document types are used when creating a grant related entry?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Grant related document types are <strong>ZJ<\/strong> (Grant non-cost transfer), <strong>ZK<\/strong> (Grant Cost Transfer), and <strong>ZV<\/strong> (Grant Cost Transfer Over 90 days)<\/p>\n<ul>\n<li><em><strong>Where can I get a list of General Ledger expense numbers?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">A list of Income and Expense <strong>GL<\/strong> account numbers and description can be found <a href=\"http:\/\/www.bu.edu\/cfo\/comptroller\/resources\/\">here <\/a>on the <a href=\"http:\/\/www.bu.edu\/cfo\/comptroller\/resources\/\">Comptroller&#8217;s resource website<\/a> page.<\/p>\n<ul>\n<li><em><strong>When creating a journal entry in transaction code FV50, I don&#8217;t see the\u00a0&#8220;Document Type&#8221; field,\u00a0\u00a0how do I add the document type field to FV50?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Click on <strong>Editing<\/strong> <strong>Options<\/strong> button, select &#8220;Document type ready for input&#8221; to display the field on <strong>FV50<\/strong> transaction.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">JV Upload<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><em><strong>Where can I find the JV Upload file template?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Journal Entry upload template can be found <a href=\"http:\/\/www.bu.edu\/cfo\/comptroller\/departments\/general-accounting\/resources\/http:\/\/\">here <\/a>on General Accounting resource website page.<\/p>\n<ul>\n<li><em><strong>How do I change the Internal Order number on a\u00a0 JV upload entry?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Use transaction code <strong>FBV2<\/strong> and click on <strong>Fast Data Entry<\/strong> button to access the Cost Object fields.<\/p>\n<ul>\n<li><em><strong>I need to delete a JV upload entry, how is this done?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">To delete a JV upload entry use transaction code <strong>FBV0, <\/strong>click on <strong>Menu<\/strong> button, go to <strong>Document<\/strong> and select <strong>Delete<\/strong>.<\/p>\n<ul>\n<li><em><strong>What&#8217;s the status of my JV upload file?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">You can track your journal entry using transaction code <strong>FBV3<\/strong> then locate the <strong>Service for Object<\/strong> button, select <strong>Workflow<\/strong> and click on <strong>Workflow Overview<\/strong>.\u00a0 Now locate the line which displays &#8220;Ready&#8221;, the user name(s) which are\u00a0displayed have received the notification for approval on their <strong>Worklist<\/strong> tab.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Journal Entry Workflow<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><em><strong>How do I know where workflow stands on a entry?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Using the <strong>Services for Object<\/strong> button, select <strong>Workflow<\/strong> and click on <strong>Workflow Overview.\u00a0 <\/strong><\/p>\n<p style=\"padding-left: 30px;\">A step by step listing, by journal entry line item will display.\u00a0 An approval notification is sent to all listed approvers.\u00a0 To identify who has\u00a0received the approval notification, locate those items\u00a0marked &#8220;Ready&#8221;.<\/p>\n<ul>\n<li><em><strong>Where can I find a list of all my parked journal entries?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The <strong>Tree On<\/strong> functionality allows you access to all your parked journal entries.<\/p>\n<p><\/div>\n<\/div>\n\n<p><strong><\/strong><strong><\/strong><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">ISRs<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><strong>Where can I find a list of all of my departments submitted requests?<br style=\"clear: both;\" \/><\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">User can go to transaction code<strong> S_P99_41000147 <\/strong>to execute a report listing of all departmental fund reservations (ISRs).<\/p>\n<ul>\n<li><strong>What happens if I\u2019ve selected the wrong provider on a request?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The <strong>ISR<\/strong> form will need to be re-created with the proper <strong>Internal Service Request<\/strong> <strong>Provider<\/strong>. It is important to validate the <strong>Provider<\/strong> name selected is correct before submitting the form.<\/p>\n<p style=\"padding-left: 30px;\">The \u201cwrong\u201d <strong>Provider<\/strong> will need to be contacted to request the form to be charged $0 and closed by marking the <strong>ISR<\/strong> from as \u201ccomplete\u201d.<\/p>\n<ul>\n<li><strong>How does a ISR commitment amount get relieved from the department budget line?<br style=\"clear: both;\" \/><\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The commitment amount is relieved once the <b>Provider <\/b>has fulfilled and closed the <b>ISR <\/b>form. The <b>Provider <\/b>will charge against the <b>Cost Objects <\/b>listed on the <b>ISR <\/b>and will mark the form as complete to close the <b>ISR<\/b>.<\/p>\n<ul>\n<li><strong>How do I update an ISR form?\u00a0<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">There is no way to update an <strong>Internal Service Request<\/strong> form; therefore, ability to edit a form is not available. If there is vital information missing, contact the <strong>Provider<\/strong> with this information.<strong>\u00a0<\/strong><\/p>\n<p style=\"padding-left: 30px;\"><\/div>\n<\/div>\n<\/p>\n<p style=\"padding-left: 30px;\"><div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">ISR Provider Fulfillment<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><strong>Where can I get list of contacts for Internal Service Providers?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Click <a href=\"https:\/\/www.bu.edu\/bpba\/training-resources\/internal-service-provider-resources\/\">here<\/a> to obtain the most updating copy of internal provider email address.<\/p>\n<ul start=\"2\">\n<li><strong>How do I bill against a ISR form?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">To bill against a <strong>ISR<\/strong> form, go to the <strong>BUworks<\/strong> <strong>Central<\/strong> Portal and click on the Finance tab then go to the <strong>ISR<\/strong> <strong>Provider<\/strong> <strong>Fulfillment<\/strong> sub-tab to start the billing process. Click <a href=\"http:\/\/www.bu.edu\/buworks\/files\/2015\/11\/FI_QRG_ISR-Provider-Fulfillment.pdf\">here<\/a> for a step by step Quick Reference Guide.<\/p>\n<ul start=\"3\">\n<li><strong>How can I get a list of requests submitted to a ISR provider?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Go to <strong>WebGUI<\/strong> <strong>ECC<\/strong> system transaction code <strong>ZFI_OPEN_ISR<\/strong> to execute a listing of open and\/or closed ISR forms.<\/p>\n<p style=\"padding-left: 30px;\">Click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/01\/FI_WI_Open-ISR-Report_ZFI_OPEN_ISR.pdf\">here<\/a> to review Work Instructions for transaction code <strong>ZFI_OPEN_ISR<\/strong><\/p>\n<ul start=\"4\">\n<li><strong>Where can I access the template for uploading multiple ISR charges?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The <strong>Provider<\/strong> <strong>Fulfillment<\/strong> Upload template is used to bill and upload multiple <strong>ISRs<\/strong> at once. Click\u00a0<a href=\"\/tech\/files\/2016\/10\/ISR-Provider-Upload-File-Template.xlsx\">here<\/a> to access the <strong>ISR<\/strong> Provider Fulfillment upload template.<\/p>\n<ul start=\"5\">\n<li><strong>What happens if I\u2019ve charged the wrong amount on a request?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">If the <strong>ISR<\/strong> form has not been closed (&#8220;<strong>Completion Indicator&#8221;<\/strong> box is not checked off), a debit or credit charge (adjustment) can be made by accessing the <strong>ISR<\/strong> <strong>Provider<\/strong> <strong>Fulfillment<\/strong> sub-tab located in <strong>BUworks<\/strong> <strong>Finance<\/strong> tab within the <strong>BUworks<\/strong> <strong>Central<\/strong> <strong>Portal<\/strong>.<\/p>\n<p style=\"padding-left: 30px;\">If the <strong>ISR<\/strong> form has been closed a journal entry is required to correct the wrong amount charged.<\/p>\n<ul start=\"6\">\n<li><strong>What happens if I\u2019ve closed the request in error and I still need to charge against the ISR?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">If the <strong>ISR<\/strong> form has been in closed in error and billing is still required, a journal entry will need to be made to charge the <strong>Cost<\/strong> <strong>Objects<\/strong> listed on the form.<\/p>\n<ul start=\"7\">\n<li><strong>What happens if the requester created the ISR form in error?<\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The requester will need to contact the Provider and request for the <strong>ISR<\/strong> form to be charged $0 amount and then closed by clicking on the &#8220;<strong>Completion<\/strong> I<strong>ndicator<\/strong>&#8221; box.<\/p>\n<p style=\"padding-left: 30px;\"><\/div>\n<\/div>\n<\/p>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Fund Reservation<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><strong><em>Where can I get a list of\u00a0departmental funds reserved?<\/em><\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Go to transaction code <strong>S_P99_41000147<\/strong> (Earmark Journal) to execute a listing of all reserved funds.<\/p>\n<ul>\n<li><em><strong>How do I reduce the total amount reserved?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">The total amount reserved by line item can be reduced using transaction code <strong>FMX2<\/strong>.\u00a0 Enter the changed amount on the \u201cOverall Amount\u201d field and click the \u201cSave\u201d button.<\/p>\n<ul>\n<li><em><strong>How are reserved funds depleted?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">To reduce the reserved funds use transaction code <strong>FMX6<\/strong>.\u00a0 Enter the an amount on the \u201creduction amt\u201d field and a description on the \u201creduction text\u201d field, then click the \u201cSave\u201d button.<\/p>\n<ul>\n<li><strong><em>How can I tell how much funds have been consumed?<\/em><\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">To access and display what has been consumed on the funds reserved, go to transaction code FMX3 and enter the Earmark fund document number then click on the \u201cConsumption\u201d button.\u00a0 A listing of reduction document entries will display.<\/p>\n<ul>\n<li><strong><em>How often should manual funds be reconciled?<\/em><\/strong><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">It is suggested that you reconcile your manual funds regularly (weekly or bi-weekly), depending on the level of activity on the account.\u00a0 Note, it is highly\u00a0 recommended that the reconciliation process occur at least on a quarterly bases.<\/p>\n<p style=\"padding-left: 30px;\">This will ensure the most accurate budget projection.\u00a0 These figures can be utilized during\u00a0yearly budget submission, quarterly confirmations or when a request is made from financial\u00a0directors or chairs.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h1 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">PO Invoice Workflow<\/h1><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li><em><strong>How do I review a PO Invoice Entry?<\/strong> <\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Go to transaction code <strong>MIR4<\/strong> to display the purchase order invoice entry in the system.\u00a0 This transaction code will display the shopping cart information associated with the vendor invoice entry.<\/p>\n<ul>\n<li><em><strong>How do I view invoice payment information?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Transaction code <strong>FB03<\/strong> displays invoice entry information.\u00a0 Double click on the &#8220;vendor line item&#8221; to display the payment document number.\u00a0 To view check information, double click on the payment document number, click the <strong>Menu<\/strong> button, then go to <strong>Settings<\/strong> and select <strong>Check Information<\/strong>.\u00a0 If a payment document number does not display then the vendor invoice entry <span style=\"text-decoration: underline;\">hasn&#8217;t gone through<\/span> the &#8220;Payment System&#8221; yet.<\/p>\n<ul>\n<li><em><strong>Where can I get a physical copy of the vendor invoice that was entered into the SAP system?<\/strong><\/em><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\">Contact Accounts Payable at <a href=\"mailto:invoices@bu.edu\">invoices@bu.edu<\/a> to request for a copy of the vendor invoice.<\/p>\n<p><\/div>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>Frequently Asked Questions &#8211; BUworks Finance&#8230;<\/p>\n","protected":false},"author":7431,"featured_media":0,"parent":92521,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/95461"}],"collection":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/users\/7431"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/comments?post=95461"}],"version-history":[{"count":33,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/95461\/revisions"}],"predecessor-version":[{"id":152102,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/95461\/revisions\/152102"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/92521"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/media?parent=95461"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}